TOWN OF CHARLESTOWN
INVITATION TO BID
WATER SYSTEM MANAGEMENT
The Town of Charlestown is presently accepting bids for the Management of Drinking Water
Systems in public buildings and facilities: Town Hall, Senior/Community Center, and the (New)
Police Station for the period from July 1, 2026, to June 30, 2027. Sealed bids must be received no
later than 3:00 PM, MAY 4, 2026, at the Town Clerk's Office, 4540 South County Trail,
Charlestown, 02813 at which time bids will be opened. All bids shall be clearly marked
“WATER SYSTEM MANAGEMENT” in the lower left-hand corner of the envelope.
Questions regarding the specifications should be directed to Michael DiCicco, Director of Public
Works at (401) 364-1230, Monday through Friday, 7:00 am through 3:00 pm. The bid award shall
be made on the basis of lowest evaluated responsive bid. Evaluation will be made on the basis of
cost, additional projected costs for service if any, and historical professional performance
relationship with the Town. The Town reserves the right to reject any and all bids and to accept
that bid which it deems, in their sole judgment, to be in the best interest of the Town.
Jeffrey S. Allen
Town Administrator
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DETAILED SPECIFICATIONS FOR
WATER SYSTEMS MANAGEMENT
Town of Charlestown
Invitation to Bid
The bidder shall be a State of Rhode Island Certified Drinking Water Operator with at least five
years of experience as a Drinking Water Management firm licensed by the State of Rhode Island,
having done business with at least ten separate facilities as a drinking water system manager; and
shall provide the following services for the cost indicated on the Price Sheet:
1. Accept responsibility for supervising the day-to-day operation of the water system(s) from
the source to the tap.
2. Work to always ensure the delivery of safe water by complying with the Public Health
Code of the State of Rhode Island.
3. Maintain a consumer complaint log, including how complaints are resolved.
4. Collect, record and transport all water samples as specified by DOH in full
conformance with RIDOH protocols.
5. Ensure that all samples are tested by a DOH certified lab.
6. Ensure that all samples are delivered to certified labs as to allow sufficient time so that
results are received by the DOH within the specified time frame.
7. Notify proper agencies and the public water system’s owner regarding specific violations
(if any) within specified time frames.
8. Review all water quality analyses for completeness prior to submission to DOH. Review
test results for trends and suggest corrective measures, if necessary.
9. Report all violations to DOH and issue public notices when needed.
10. Oversee and monitor all repairs performed on the public water system.
11. Advise the system owner on procedures regarding a preventative maintenance program and
a source protection program.
12. Be aware of all changes regarding drinking water regulations.
13. Be available to accompany regulatory officials for on-site inspections when given adequate
notice.
14. Keep accurate records of water analyses, repairs, maintenance and correspondences.
15. Investigate water quality, quantify problems, and take corrective measures as needed in a
timely manner.
16. Attend training programs and workshops to keep current on technical improvements.
17. Provide a 24-hour hot-line phone number for “round the clock” emergency response.
18. Provide on-site maintenance and repairs at no additional cost. Should there be instances
where outside help is required, provide project managers for that job.
19. Provide input for the writing of specifications, if necessary. Review all responses to
contractor bids and advise on the best “course of action”.
20. Supply recommendations to improve water quality and system operation.
21. Perform and submit the annual Cross Connection Survey & Report.
22. Satisfy the mandatory licensure requirement and produce all state and federal monitoring
and reporting.
23. Provide, with the bid submission to the Town, a copy of the bid document complete,
including the addendum(s) with each page clearly initialed, and a listing of the tests
you propose to perform for each site.
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24. The initial contract shall be from July 1, 2026, to June 30, 2027. However, the Town
reserves the right to extend the contract length to an additional (2) two years upon written
agreement to same by the vendor and the Town. Nothing herein shall obligate the Town
to any such extension. All bid prices contained within the accepted proposal must be held
for the original and extended contract term or terms should said agreement to extend the
term or terms take effect.
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ADDENDUM TO MUNICIPAL WATER SYSTEM MANAGEMENT BID
Liability and Workers Compensation Insurance
The contractor shall maintain, at all times, public liability and worker's compensation insurance in the following
amounts. Insurance coverage required of the contractor under this section shall be primary and the Town of
Charlestown's insurance coverage shall be secondary with respect to any claims.
A. Liability Insurance
1. The contractor shall maintain public liability and property damage insurance that protects the contractor and the
Town of Charlestown and its officers, agents, and employees from any and all claims, demands, actions and suits for
damage to property or personal injury, including death, arising from the contractor's work under this agreement. The
insurance shall provide coverage for not less than $1,000,000.00 for personal injury to each person, $1,000,000.00 for
each occurrence and $1,000,000.00 covering all claims per occurrence. The limits of the insurance shall be subject to
statutory changes as to the maximum limits of liability imposed on municipalities of the State of Rhode Island during
the term of the agreement.
2. The contractor shall maintain automobile liability insurance for not less than $1,000,000.00 for all owned, non-
owned and hired vehicles.
The insurance shall be without prejudice to coverage otherwise existing and shall name as additional insureds the
Town of Charlestown and its officers, agents and employees. Notwithstanding the naming of additional insureds, the
insurance shall protect each insured in the same manner as though a separate policy had been issued to each, but
nothing herein, shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount
or amounts for which the insurer would have been liable if only one person or interest had been named as insured.
The coverage must apply as to claims between insureds on the policy. The insurance policy shall provide that the
insurance shall not terminate or be canceled without thirty (30) days written notice first being given to the Town
Financial Director. If the insurance is canceled or terminated prior to completion of the contract, the contractor shall
provide a new policy with the same terms, or terms otherwise acceptable to the Town of Charlestown. Contractor
agrees to maintain continuous uninterrupted coverage for the duration of the contract.
3. The contractor shall maintain on file with the Financial Director a certificate of insurance certifying the coverage
required under Section (1) and (2). The adequacy of the insurance shall be subject to the approval of the Town
Solicitor. Failure to maintain liability insurance shall be cause for immediate termination of the contract by the Town
of Charlestown.
B. Worker's Compensation Insurance
1. The contractor shall obtain worker's compensation insurance coverage if legally allowed and available for all of its
workers, employees and sub-contractors either as a carrier-insured employer or as a self-insured employer, as provided
by Rhode Island statutes. A certification of insurance, or a copy thereof, shall be attached to the contract between the
contractor and the Town of Charlestown. The contractor shall maintain worker's compensation insurance for the term
of the contract.
2. In the event the contractor's workers' compensation insurance coverage expires during the term of this agreement,
the Town of Charlestown shall require the contractor to renew its insurance in a timely fashion, either as a carrier-
insured employer or a self-insured employer, before its expiration, and the contractor shall provide the Town of
Charlestown with further certification of workers' compensation insurance as renewals of said insurance occur.
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BID PROPOSAL COST SHEET
for
WATER SYSTEMS MANAGEMENT
(Pursuant to attached detailed specifications and addenda)
Cost for Water System Management at Town Hall
$_____________
Cost for Water System Management at Senior/Community Center $_____________
Cost for Water System Management for New Police Station
$_____________
Cost for Water System Management for Ninigret Park
$_____________
Cost for Water System Management for Blue Shutters Beach
$_____________
______________________________ DATE _______________
Signature
______________________________
Printed Name
______________________________
Name of Company
Address
______________________________
______________________________
______________________________
______________________________
Telephone Number
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
